Forms are not saving

[FB93]

Hello. Please excuse if this is a very basic question. New to Access (learning with online tools for about 2 weeks with no prior experience whatsoever) and new to this forum.



I have Access 2007. I am trying to build a database and have learned how to create some forms based on several tables I made. The tables are related. The forms are linked with a button taking me from one form to the next. The first few boxes are "identification" boxes which I have made the same for each form so that they automatically fill in information like "name" as I cycle through these linked forms.

The data I enter is successfully saved to the associated tables.

If I close Access (after saving everything) and then come back later to work more, the first form only is still filled in. The tables all have the right data that was previously entered. but all the linked forms revert back to blank status and I cannot toggle to older records in case I wasn't finished or need to amend something I entered earlier. Even if I create several records in one sitting on these forms. Only the first form saves them while the rest go back to a blank "record 1" status.

questions:
1. is there an easy fix? have I just accidentally set the wrong settings? (I have tried shifting between "data entry - yes/no" with no help. I have also tried setting "recordset type - dynaset consistent vs inconsistent. Consistent frequently leaves me with a completely blank (as in no text at all) form but Inconsistent lets me see and use the forms I created. I have also tried using subforms rather than linked forms and also tabs on one form instead of linked forms. Same problem. the forms will not save unless there is only one completely stand alone form with no tabs and no subforms).

2. if there is no easy fix, any advice on how best to create multiple forms that are in some way linked to make it easier to navigate rather than opening every form individually?

In case this information is needed, I am creating a medical database. I have one table for patient demographics and clinic booking parameters. I have one table for details on the patient's presenting medical problem. I have one table on risk factors associated with this problem. I am planning on making some more tables with extra specifics only to be filled in where relevant (like family history of the disorder) if present). I would like to be able to open the first form and fill in patient demographics and then link to the next form on disease info and then the next on risk factors and so forth. This clinic caters to only one specific medical problem so is not a comprehensive listing of all medical diseases known to mankind which of course is far to broad for an Access Database. I intend on having some forms filled in by administration, some by nursing and some by physicians (hence the several forms and not one massive long list of boxes to check and click).

any help is appreciated.

ps. please dumb down the answer to as easy as possible (like click on this button and check if it says this and not source code stuff. I have limited knowledge at this time!) thanks!!

[ItsMe]

Here is a concise and dumbed down answer. Forms do not store data, tables do. Use forms for viewing data that resides in tables. Use forms for data entry. Use the form's settings (properties) to distinguish if the form is to be used for data entry or viewing data.

Consider the "Data Entry" property on a form that will be used for data entry. Consider properties such as, "Allow Edits", "Allow Additions", etc. for forms designated for viewing data in your tables.

Having said that, you do not have to play by the rules and can have a single form perform whatever task you want. You just need to know VBA programing to be successful at it.

[FB93]

Yes. That is a logical explanation of the best way to use forms but my problem persists. I am not using the forms with the specific purpose of viewing data but mostly for data entry. Thus while it is frequently true that I do not need them to save in "form" format, it is also frequently true that I (or others) will not have filled in the entire form in one sitting. Thus rather than opening a new form to start from scratch, it would be nice to be able to toggle to a previous record and pick up where you left off. This has to be possible as (mentioned in my original post) the first form does save and allows me to toggle from record to record. but the other forms which I basically created the same way do not. I can't figure out why and was hoping someone could.

thanks again

[ItsMe]

Here is some technical jargon.... Business Rules will determine the Workflow.

If a record needs additional information before it can be considered for the next stage, then you will want to filter the form's recordset based on a Boolean field.

Using Yes/No fields (Booleans) to track a record's various stages of completion will help your application conform to the business rules.